[FAQ] Expense claim single approval workflow

Frequently asked questions regarding the expense claim single approval workflow.

What happens when an expense claim is submitted? 

• The expense claim manager approval status changes from Unsubmitted to Submitted.
• Managers with defined approval rights (and send message/send email options are checked) for the expense claim (based on the company, office, or employee approval rights assigned to the manager) are messaged/emailed that the expense has been submitted for their approval. 

Where are expense claims reviewed and approved or rejected by managers?

•  MANAGE > Expense Claims. 

What happens when an expense claim is approved?

• The Status changes to Approved (once a single manager has approved it).
• The employee is notified by message/email that the expense has been approved (only if the send message/send email options are checked).
• A supplier invoice is created for the expense claim. 

What happens when an expense claim is rejected? 

• The manager approval status changes to REJECTED. 
• The employee is notified by message or email that the expense has been rejected (only if the send message/send email options are checked). 

What happens when a supplier invoice for an expense claim is deleted?

• The manager approval status changes to REJECTED. 
• The employee is notified by message or email that the expense has been rejected (only if the send message/send email options are checked). 

What do the various manager approval statuses mean?

• Unsubmitted – the employee has not yet submitted the expense claim for approval.
• Submitted – the employee has submitted the expense claim. It is awaiting the manager's approval.
• Not Applicable – no defined approval requirements existed for the expense claim when it was submitted.
•  Approved – a single manager has approved the expense claim – the supplier invoice for the expense claim is now ready for posting by finance. 
• Rejected – a single manager has rejected the expense claim – the expense claim now needs to be corrected and re-submitted by the employee. 

Where can I see the ‘manager approval’ status of an expense claim?

• MANAGE > Expense Claims.
• My Expenses.

Where can I see the ‘manager approval’ status of individual expense claim lines?

• Not applicable, as the approval status of individual lines on the expense claim is irrelevant under the single approval workflow – only the overall/total expense claim is approved.
• If the agency uses the manager approval function for supplier invoices created from expense claims – this can be seen under APPROVE > Supplier Invoices.